Understanding and changing the default permission settings inside OneClickApp
Overview
OneClickApp has advanced abilities related to its permission system, and the settings can be flexibly adjusted to meet a diverse set of different needs.
Background
OneClickApp has a very advanced and capable permission system that gives restaurant operators tight control over what content and access is granted to each employee in the restaurant based on role. We have a default set of rules preconfigured to support the general workflow and hierarchy of the typical restaurant. It leverages the diverse roles that can be given to employees so that the right information is given to the right person at the right time, respecting the privacy of leaders and employees, and enforcing appropriate workflows.
Because OneClickApp automatically syncs with your scheduling platform, every employee in the restaurant automatically receives a OneClickApp account as well. This account is usually accessed by logging in to OneClickApp with the same email that is registered in your scheduling platform, and then choosing a new password specific to the OneClick platform. (Always change your passwords folks!)
The standard team member account has limited access to the app, and that individual will gain more access in steps as they gain additional permission sets in the app. These permission sets correspond to the leadership roles in the restaurant; therefore, marking an individual with their current leadership role automatically gives them access to any new features they may need in their new role. The reverse is true when an employee leaves, is terminated, or move to a lower leadership role.
Granting permissions is itself, a permission that protects who has access. A director in the restaurant has full access to everything, which makes them a go-to for a particular change. The individual who set up the OneClickApp account usually has a director level access, at least to start. Though you could always go to the top who is definitely qualified to fulfill the request, we recommend finding the closest person to you who has access. This allows the overall workload to be distributed among all who have access.
Default Settings
The following table represents the default permission settings. Multiple columns in the middle represent the default roles or leadership positions configured. Each of these can be renamed, reordered, hidden, and additional permission roles can be added as well. Each row of the table represents a setting that can be configured.
A Service Account allows the restaurant to stay signed in without using the personal credentials of any of the leaders in the restaurant. Learn more about Service Accounts.
NOTE: These settings recently changed for service accounts. Learn more.
A simplified version of the table is displayed below, and the full table is available as a PDF and to view online. The full version includes setting categories and additional notes about the behavior of each item.
Updated Permission Table:
Old/Archived Permission Table:
Changing the Settings
We on the support team can help you make many kinds of changes to your OneClickApp account.
In addition to other things, we can help you do the following in your account:
- Add, rename, or move permission roles (corresponds to changing columns in the table)
- Adjust who can access different areas of the app (corresponds to changing the checkmarks within a row)
- Provide information on best practices observed in other high-performing restaurants
Contact us at OneClickApp.com/support.
Additional Information
Original:
Updated Legacy:
Video Script:
In this video, we'll cover what permission levels represent and how to assign them.
Note that the permission levels we are about to show are the defaults but we can help customize them for your store.
To assign a permission level, navigate to Team Members, find the person you want to update. For example, if Grace is a trainer but has been promoted to be a shift lead, locate her profile, select "Permissions" tab and adjust her role.
Permission levels are as follows:
Team Member: Basic level (view-only access), confirming employment at the store.
Trainer: Can do everything a team member can and access the training ratings and passports
Team Leader: Can do everything a trainer can and Manages shifts, set-ups, and send people on break.
Shift Leader: Can do everything a team leader and can edit personal details like emails, and use custom shifts.
Manager: Can do everything a Shift leader can and has full access to all the features.
Director: Can do everything a Manager can and has full access to all the features.
The difference between Manager and Director is Manager can edit where Directors can edit and delete.
To promote someone, simply click on their new role. The system auto-saves, so no need to manually confirm changes.
We recommend using the service account for the store’s iPads. The service account as view access only. To get higher level access, like Grace giving someone a rating. Click on the cowboy hat, enter the pin, and notice we are temporarily signed in as Grace. When you click on profile view, it displays Grace’s profile. Additionally, Grace is unable to adjust shifts as she is only a trainer and not a team lead.
If you're signed in with a director's account, you'll see all permissions available.
That’s how you manage and adjust permission levels effectively.
Older/Archived Legacy Video:
The following is a transcript of the video generated by a computer. The wording may be different.
[00:05] Right. So, this is going to go over the permission levels, what that represents and also how to sign someone in to get the permission levels. So, the way that I can do that is I can go— To add someone to a permission level, I can go to someone and I can just filter based off of the highest position. So, maybe I see that Victoria right now is a trainer, but she needs to be a shift lead because she went up, or a team lead or whatever. Or I can look at it and go, okay, Sean obviously has not been killing it, so that's not a good example. But I can look at Breiner here and see that he has really good ratings on IPOS, and I think he's doing killing it on everything else. I just haven't rated him yet. So, I'm going to go in and say, okay, now he's a trainer or whatever.
[00:56] So, I'm just going to find the person, hit permissions and I'm just going to go to these, and we can change this as much as your store allow or wants us to. So, if you don't have a team leader, we can tick that off. Or maybe you call it supervisor instead of team lead. We can change that for you. Just let us know. So, team members, they always want to have that checked. So, that just says that they are employed at the store. And that's how that would work. Trainers are able to see that training dashboard that you can see in other videos of how to train someone or rate someone. And they're able to see like the rating history and stuff like that. A team leader is able to manipulate the shifts so that they do setups as well as send people on break, and can also do everything a trainer can do.
[01:47] A shift leader can do everything a team leader and trainer can do, as well as is able to edit any of this. So, if they have a different phone number, we need to change that different email or pin, we can do that. Manager and directors have access to everything, and so they can, you know, edit any of this, like just like the shift leader can. But they also have access to like the layout editor, which you can see how to do in a different video and different stuff like that. And so, if I needed to say, okay, he's killing it, now he's a team leader or whatever, I can click on this, it'll now put him as a team leader. I don't need to click on trainer and then team leader, I just need to push on the team leader or whatever he is now. And as soon as you click on it, it automatically saves. Like you can see down here it says “permission saved”, so I don't have to worry about trying to find anything else. It just automatically clicks or automatically saves.
[02:44] So, the other cool thing that you can do with these permissions, at least in like the service account, so the account that we kind of give you for the store to have, that kind of has kind of a little bit of all of these things. It has team leaders is able to do like the shift and stuff like that, and like edit the shift and send people on break but they're not able to look at the training data or do anything kind of like that. And so, the way that you can do that, let's say Mr. Breiner here is a trainer and wants to be able to access that, we can put in a pin of whatever we want it to be, and so then, so as the example I'm going to just put in that, and so now I can click on this cowboy hat and put in that pin. And the way that you can tell that it worked is if I click on go out of it, he has different permissions because he's not a trainer, he's just a team member. And then when I click on the chicken, it shows his name.
[03:47] And so, I could click on here, and if he was working today, like he is, you can see it's highlighted in yellow, and I can't move anything because I don't have that those right access to be able to edit the shift like a team leader can. And so, then I could go in and do that and look at that and see different things based off of that team member. But if I was a trainer, then I could go in and, and sign in with that pin that I've created or that we've created, and then I'd be able to do that. Obviously, I'm signed in under myself so that way I have all of the different permissions. I'm automatically a director. But that's how that works.